Title
Staff Report for a Resolution of the City Council for the City of San Leandro to Approve a Consulting Services Agreement with BKF Engineers for Design Services for the Annual Street Overlay/Rehabilitation 2018-19, Project No. 2019.0050; Authorization for the City Manager to Negotiate and Approve Individual Contract Amendments Up to 5% of the Original Contract Amount; and Authorization for the City Manager to Negotiate and Approve Contract Amendments Up to a Cumulative Value of 25% of the Original Contract Amount
Staffreport
SUMMARY AND RECOMMENDATIONS
The Annual Street Overlay/Rehabilitation 2018-19 project will improve and reconstruct approximately 4 center-line miles of City streets.
Staff recommends the following actions:
• Award a consultant contract to BKF Engineers (BKF) in the amount of $673,000 for the subject project; and
• Authorize the City Manager to negotiate and approve individual contract amendments up to 5% (or $33,650) of the original contract amount; and
• Authorize the City Manager to negotiate and approve contract amendments up to a cumulative value of 25% (or $168,250) of the original contract amount.
BACKGROUND
The City of San Leandro maintains approximately 180 center-line miles of paved roadways with an average pavement condition index score of 59 out of 100. Each year the City conducts two pavement maintenance projects, one for street sealing and one for street overlay / rehabilitation. This contract is for design of pavement replacement (overlay) and repair of subgrade below pavement (rehabilitation). The work will address pavement in poor and failed condition.
The City’s streets are divided into approximately 1000 maintenance segments that are inspected every two years and rated on a scale of 0 to 100 with 100 representing a newly paved road. The street conditions are tracked in a computer program, StreetSaver, that can also predict deterioration over time and evaluate the cost effectiveness of maintenance alternatives. Based on current construction prices, the condition of City streets, and the rate at which the pavement is deteriorating, StreetSaver calculates that $10,500,000 per year is required to maintain the City’s road system in its current condition and further recommends that 76% of that funding (approximately $8,000,000) be spent each year on overlay and reconstruction.
The Annual Street Overlay / Rehabilitation 2018-19 project will repair and replace pavement on approximately 4.0 center-line miles of City streets. Deficient ADA curb ramps adjacent to the work areas will be replaced. The successful completion of the subject project will help preserve the City’s investment in its infrastructure.
City staff has traditionally prepared construction documents for the type of work described above. However, an outside consultant is needed to assist with these tasks due to current staffing levels and workload.
Attached to this report is a map and list of streets included in the project. The list of streets is subject to change during detail design investigation, which may reveal such issues as utility conflicts. The final list will, however, contain approximately the same area of pavement.
Analysis
Staff requested proposals from civil engineering consulting firms to prepare topographic surveys, design improvements, and prepare construction plans. Only one proposal was received. BKF and its subconsultants were determined by staff to be the most advantageous for the City and this project based on their technical ability and an extensive portfolio of similar projects.
This contract represents staff’s current understanding of the work required. Changes to a contract’s scope of work may be necessary to respond to new information or to include additional items of work necessary for a complete product. In order to resolve these issues in a timely fashion and avoid delaying work, staff requests City Council authorization to negotiate individual contract amendments up to 5% each, and cumulative contract amendments up to 25% of the original contract.
The construction project will be subject to the requirements of the City’s Community Workforce Agreement.
Current Agency Policies
• Maintain and enhance San Leandro’s infrastructure.
Applicable General Plan Policies
• Goal T-2: Design and operate streets to be safe, attractive, and accessible for all transportation users whether they are pedestrians, bicyclist, transit riders or motorists, regardless of age or ability.
o Policy T-2.1: Complete Streets Serving All Users and Modes
• Goal T-5: Improve major transportation arteries for circulation in and around the city.
o Policy T-5.3: Maintenance
• Goal T-6: Minimize the adverse effects of business, industrial, and through traffic on neighborhood streets.
o Policy T-6.1: Traffic Calming Strategies
• Goal T-7: Improve traffic safety and reduce the potential for collisions on San Leandro streets.
o Policy T-7.2: Capital Improvements
Environmental Review
The California Environmental Quality Act (CEQA) review will be performed during the design phase of the project. The project is expected to be categorically exempt, however, if any mitigations are necessary they will be included in the work.
Summary of Public Outreach Efforts
Property owners on the impacted streets will be notified in advance of the work.
Fiscal Impacts
The total cost of the project including construction is estimated at $8,400,000.
This contract is for $673,000, with authorization to issue cumulative contract amendments up to $168,250 for a maximum contract value of $841,250. The estimated cost of the design portion of this project including associated staff and permit cost is $900,000.
Budget Authority
The project will be funded from the following sources:
Account No. Source FY/Approp Date. Amount
144-38-401-5240 Measure B, LSR FY18-19 $1,400,000
141-39-401-5240 Measure BB Grant FY18-19 $7,000,000
Total Appropriation $8,400,000
Attachment to Staff Report
• Project Street List/Map
Attachments to Related Legislative File
• CSA BKF Streets 2018-19
PREPARED BY: Leon Taing, Assistant Engineer, Engineering and Transportation Department